AGENDA
JOINT CITY/CLOVERDALE UNIFIED SCHOOL DISTRICT SUBCOMMITTEE MEETING Meeting Date: Monday, February 7, 2022
Meeting Time: 4:30 p.m.
Meeting Location: Cloverdale High School – Makers Space Subcommittee Members and City Staff:
Chair Joe Palla, Councilmember Mayor School Board President Preston Addison Vice Chair Todd Lands, Mayor School Board Member Ashley Lopus White City Manager David Kelley School Superintendent Betha MacClain Assistant City Manager/CDD Kevin Thompson
1. Call to Order:
3. Communications: Committee may discuss written communications sent to Committee Members since the last Subcommittee meeting.
4. Approval of Minutes: Special Meeting of November 29, 2021
5. Current Items for Discussion:
a) Facilities Collaboration between City and School District b) Identify and discuss Traffic Safety Issues for Safe Routes to Schools c) Streamlining the Permit Process for School related projects and activities (Vice Chair Palla) d) Update on Cooperative Agreement Review by City School Ad Hoc e) Streamlining the Permit Process for School related projects and activities (Vice Chair Palla) f) High School Students assisting/working as a School Crossing Guard – Update (Vice Chair Palla)
IMPORTANT
THIS MEETING WILL BE PHYSICALLY OPEN TO THE PUBLIC. THE MEETING WILL BE ALSO BROADCASTED VIA
TELECONFERENCING OR OTHER ELECTRONIC MEANS
In order to minimize the spread of the COVID 19 virus, this Regular Meeting will be conducted pursuant to the provisions of AB 361.
Members of the subcommittee may be participating in the meeting remotely via teleconferencing or other electronic means consistent with AB 361. If you would like to provide public comment, we encourage you to submit them via email to the City Clerk: [email protected].
Please refer to the end of the agenda for instructions on how to view the meeting and provide public comment using Zoom: https://us02web.zoom.us/s/83115847537
2. Public Comment: Members of the public may comment on any item not on this agenda. Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Chair or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted.
Once you begin your public comment, your three (3) minutes will begin. 1 g) Student Lifeguard Certification Program (Vice Chair Palla) h) City/School Attorneys Update on mitigating new development impacts on the School District (Vice Chair Palla)
6. Standing Items / Items Continued from Last Meeting:
a) Update on Broadband Access within the Community
b) Update on Cloverdale Community Pool
c) Update on MOU for School Resource Officer
d) Update on Thyme Square Storm Water Alternatives Analysis e) Update on School Facility Improvements
f) Update on Proposed Housing Projects and Future Growth - Kevin Thompson
7. Information Only Memos/Announcements:
8. Future Agenda Items:
9. Pending Items:
10. Good of the Order:
11. Adjournment: Next meeting date scheduled for Monday, March 21, 2022, at 4:30 p.m. **IMPORTANT NOTICE REGARDING THIS SUBCOMMITTEE MEETING** CERTIFICATION – Pursuant to Government Code § 54954.2, the agenda for this meeting was properly posted on or before 5:00 p.m., 2/03/2021.
PLEASE NOTE
This Meeting will be conducted pursuant to the provisions of AB 361.
In order to minimize the spread of the COVID 19 virus, please do the following:
• Attendees may join the meeting through the use of Zoom at: https://us02web.zoom.us/s/83115847537 Webinar ID: 831 1584 7537 or by dialing US: +1 669 900 6833 and entering Webinar ID: 838 4744 2127 • Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Chair or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted. Once you begin your public comment, your three (3) minutes will begin.
• If you would prefer to submit public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the Subcommittee in writing and included as a part of the record of the meeting. • The City of Cloverdale thanks you in advance for taking all precautions to prevent spreading the COVID 19 virus.
2 DRAFT MINUTES
JOINT CITY/CLOVERDALE UNIFIED SCHOOL DISTRICT SUBCOMMITTEE SPECIAL MEETING Meeting Date: Monday, November 29, 2021
Meeting Time: 4:00 p.m.
Meeting Location: Virtual (Zoom)
Subcommittee Members and City Staff:
Chair Todd Lands, Vice Mayor School Board President Preston Addison Vice Chair Joe Palla, Councilmember School Board Member Ashley Lopus White City Manager David Kelley School Superintendent Betha MacClain Assistant City Manager/CDD Kevin Thompson
1. Call to Order: The meeting was called to order by Chair Lands at 4:11 p.m. All members of the subcommittee were present. Also in attendance were Anne Collins, Jennifer Gibb, Rob Murray, King Consulting.
2. Public Comment: Angela Cordova
3. Communications: None
4. Current Items for Discussion:
a) Presentation by King Consulting Jamie King-Iseman, President & Jennifer Gibb, Vice President on Development Impact Report finalized September 2021
b) Discuss Facility Master Plan- Highlighting Growth in District • Review Development Impact Report (DIR)
• Projections versus Actuals
• Facility Planning
• Process and Timelines
• Site Opportunities
• Funding Opportunities Overview
• State Funding
• Universal PK/TK/FDKGFP
• GO Bond & Mello Roos
• Developer Fees and Mitigation
• Funding Opportunities by Project
Superintendent MacClain provided opening remarks with a written statement that are attached to these minutes. Jennifer Gibb presented the power point presentation.
On the Jefferson Elementary slide, Superintendent MacClain wanted to make sure that the subcommittee understood that for certain types of school facilities construction funding the addition of permanent facility requires the removal of temporary buildings, so they have portable buildings that they have to remove that are far outside of their lifespan so they might have been portable or temporary classrooms that were supposed to be used for 10 years that have been used for 20 years.
Because there are 12 classrooms in the new building 12 portables have to be removed. There are some requirements in order for us to fund school construction like that, the other thing that is really important when looking at these aerial maps is that our schools are incredibly land locked. The CDE has requirements for outdoor space and has requirements for acreage, I think you really get the sense of Item 4
3 that. It’s also important to know that no grade under the third grade can be on the second floor of a two story building. We can’t build a two story early primary building to maximize our space because we can’t legally put kindergarteners, first graders or second graders on the second floor.
At the end of the presentation Superintendent MacClain thanked the presenters and stated that she wanted to make sure that there was time for questions and answers from the subcommittee. She said there is urgency to this situation because development is happening as we speak and we want to make sure that the City and the City/School subcommittee really understand that we are not opposed to development and there is not type of development that we are more concerned about than any other it is the scope of development and the lack of any engagement on the part of any of the developers to do their legal duty and mitigate the impact and that’s where we have to enlist the City. She gave an example where a developer was so far in the process that the school had no recourse and they are going to have a huge impact.
Chair Land opened it up to the panelist for questions or comments. Vice Chair Palla spoke about the State enacting mandates with no funding attached. Based on the presentation there is clearly a need. A lot of the local control has been taken away. He would like to see us take a look to see what we can do realistically from a legal option because there’s different legal opinions on what we can and cannot do.
We need to get some legal options that would fit within the parameters of things we can do in a collaborative effort to see what it takes to get a property tax system in place to fund our school district or a Mellow Roost program, how would that look and what are the steps we need to take. What can we realistically as a local community do that would be in the legal parameters to enhance funding for our school district?
Chair Land asked Jennifer Gibb several questions which she responded to. Chair Land asked how the City of Cloverdale can help to make this happen. Superintendent MacClain responded that she will share the 5-6 page letter that they sent to the Planning Commission (following a recent Planning Commission meeting) to all members of this committee. There is a lot of case law on this. Superintendent MacClain would like for the Planning Commission and the City to say “have you done this, have you been through this process, here is the way we partner with our schools. If projects are approved without developers being held to this part of the process then we are never going to get out from under the burden of this.
The school district alone can’t make this happen. The Mello Roos tax mentioned by Vice Chair Palla may be an option. The whole community can vote on the tax, but only those units that didn’t meet their obligation would pay that additional tax. Usually a developer that builds 300 units of housing would also build a school. These things could be added to the conditions of approval by the Planning Commission.
The serve letter was discussed.
Anne Collins, the school district’s attorney stated the statutory fees are a problem, but the City can have developer sign a mitigation agreement which will be part of the approval process. The school wants the partnership with the City when dealing with the developers. Vice Chair Palla requested that the attorneys for the City and the School District meet to look at the law to see how we can deal with this.
He would also like to see this as a follow up item for the next meeting. He wants them to lay out what options are available for the City to consider within the legal parameters and to put something in place that would help mitigate this problem.
Public Comment: Calum Weeks, Angela Cordova and Matthew spoke during public comment.
Vice Chair Palla and Superintendent MacClain responded to Angela Cordova’s concerns stating that it takes about 5 years to build a school. There will be a process and there will be input from the community. There will be a site visit from the California Department of Education in the next month or two.
4 Chair Lands asked several questions regarding to the funds or cost per student. Superintendent MacClain responded that there is little to no funding remaining and she feels that the developers should give their fair share.
Chair Land asked if there was anything to report for the Good of the Order. There was none.
5. Adjournment: Chair Land announced that the next meeting date is scheduled for Monday, January 17, 2022, at 5:00 p.m. Superintendent MacClain stated that January 17, 2022 is a holiday and the meeting will need to be rescheduled to another day in January or February. Chair Land also requested copies of the power point presentation and the letter to the Planning Commissioners so they can be distributed to the committee members. The meeting adjourned at 6:15 p.m.
5 Superintendent MacClain’s Opening Statements
11.29.21 City-Schools Subcommittee Special Meeting
Thank you, everyone, for making time for this Special Meeting. Cloverdale Unified School District requested this meeting as an opportunity to elaborate on the District’s needs and concerns regarding housing development in Cloverdale. Currently, based on our own calculations, there are close to 500 units in various stages of development in our town.
Based on the formulas used by the State, which vary based on density and type, it is safe to assume that these housing developments will bring at least 300 new students to our district. Enrollment is declining across the state and the COVID 19 pandemic makes it difficult to know what long term enrollment will look like, and while we believe that we can absorb some of the increased enrollment without adding classrooms, other facilities such as lunch rooms, gyms, athletic fields, playgrounds, locker rooms, and even office spaces are impacted. The addition of even 30 students at each school site impacts facilities and the daily schedule. For example, lunch rooms can only accommodate a finite number of students at a time so we stagger our lunch service to accommodate students over the course of several hours, and this impacts services in classrooms.
Any time development is proposed, developers are required to engage with the local school district to discuss mitigating the impact of the additional housing on schools. The mitigation of the impact of development on the District is a neutral process that is applied equally to all types of development. The process does not promote any specific policy objectives related to development within City boundaries. The primary goal of mitigation is to ensure that the future students of Cloverdale are provided with a learning environment where they can feel safe and focus on learning.
The impact of development is not analyzed in a vacuum, it is the cumulative impact of successive unmitigated developments that creates a shortfall for the District. Each development may only generate a small cohort of students but if each of those small developments go unmitigated then the cumulative impact on the District is exponential.
Based on the long-term nature of the development process and the timelines involved in the construction of school facilities, it is essential for the District and the City to have an established working relationship to mitigate the impact of development. The full and complete mitigation of the impact of development requires long term investment of time and effort from all parties involved to ensure that the impact of development is mitigated and to ensure that all parties bear the portion of their mitigation responsibility. The mitigation process needs to start at the onset of a project so that facilities are adequate when students arrive.
The most effective way to ensure that the development process and mitigation process are in sync and working efficiently is to establish open lines of communication between the City and the District. If the District is aware of new development from the very beginning of the development process then both the District and future developers have ample time to ensure that they can agree on how to best mitigate the impact of development.
One option for mitigation is for the District and future developers to enter into mitigation agreements that set out each party’s mitigation obligations. By negotiating mitigation agreements, all involved parties can work collaboratively to find a solution that leads to the mitigation of the impact of development and also takes the realities of development into account.
The District recognizes that its facilities are used by the community as a hub for various activities. The District is proud of this fact and would like to continue that tradition in the future. Ensuring that District facilities are safe and up to date helps students learn in an optimal environment and helps the District continue to support the community as whole. As a District that is funded through “ADA”, or average daily attendance, but is surrounded by districts with resources from a very high property tax base (referred to as “Basic Aid districts”), we are in a unique context. Over 65% of our students qualify for free and reduced lunch and deserve to have the facilities and resources of adjacent communities, regardless of our property tax base.
6 The District is committed to doing its part by seeking state funding where available to upgrade its facilities as needed.
The District seeks support from the City to ensure that developers are doing their part in the process as well. 7 Monthly Project Report for January 2022
Cloverdale Pool Hot Water Preheat
Project No. 6601RR
PROJECT TEAM
Division
Project Manager
Maintenance Program Rep.
Department Representative
Tenant Representative
Architect Engineer
Contractor
MMendonsa
Danco
NMR
Gene Marchinkowski
James McBeth
General Government
KEY MILESTONES
Milestone Original Revised Actual
Design Start
Design Completion
Construction Funding
Bidding Advertisement / JOC
Board of Supervisors Award Construction
Substantial Completion
Occupancy
12/21/2018
01/18/2019
01/19/2019 03/22/2019
Permitting
Capitalization
03/21/2019
03/09/2019 04/23/2019 04/23/2019
03/22/2019
Notice to Proceed / Preconstruction 11/11/2021 12/31/2021 12/01/2021 04/26/2019 07/24/2019 08/11/2021
PROJECT SCOPE
Installation of a solar pool heat system to include
appropriate pump upgrades and controllers, valves, and
rooftop solar heat collectors and tie into existing pool filtration system. Extensive revisions to existing pump, pool, and ADA path of travel.
PROJECT BUDGET
Item Previous
Budget
Revisions Current
Budget
Design/
Consultants
Environmental
Permits/Fees
Construction
FFE/Move
Management &
Administration
Other
Total
$564,688 $564,688 $0
$771,564
$52,000 $0 $52,000
$0 $0 $0
$106,492 $0 $106,492
$33,955 $0 $33,955
$0 $0 $0
$14,429 $0 $14,429
$771,564 $0
Item 6b
8 Monthly Project Report for January 2022
Cloverdale Pool Hot Water Preheat
Project No. 6601RR
PROJECT STATUS
1/12/22: Contractor will be onsite to begin demolition and construction week of December 1st with substantial completion by last week on March. This allows a couple months of buffer to opening day May 30th. Pool is now drained and saw cuttting hass begun to run new water lines.
DEPARTMENTAL INTERFACE NOTES
Dept. Environmental health (DHS)
ISSUES
Extensive pump, intake, and plumbing revisions required by DEH Previous potential bidders elected not to bid due to uncertainties, lack of engineered solution to DEH issues.
Destructive investigation will be required prior to proceding with design.
Broken sewer main
Pool deck slopes far exceed ADA maximums. As these will be disturbed by replumbing, new paths of travel to be established.
Schedule must work around open pool season and needs of non-profit organizations using the facility. 30 DAY LOOK AHEAD
1/12/22: Contractor will be onsite to begin demolition and construction week of December 1st with substantial completion by last week on March. This allows a couple months of buffer to opening day May 30th. Pool is now drained and saw cuttting hass begun to run new water lines.
9